Administrative Assistant

Administrative Assistant

The Administrative Assistant supports Plumb's day-to-day front office and administrative operations, ensuring a professional, organized, and client-focused environment. This role is responsible for maintaining the efficiency of the La Jolla office, managing all incoming and outgoing mail, and providing high-level administrative support to the executive and operations teams.

This position is replaceable by design built to create structure, documentation, and consistency so the work can continue seamlessly regardless of who performs it. The ideal candidate is proactive, resourceful, and detail-driven, anticipating needs before they arise and taking pride in keeping the business running smoothly.

Work hours fall between 8:00 AM and 5:00 PM PST, determined by office and operational needs.

Key Responsibilities

• Serve as the first point of contact for staff, guests, and executives. Maintain a professional and welcoming environment.
• Oversee daily front-office operations including phones, mail, supplies, and vendor coordination.
• Support executive scheduling, travel, and administrative needs.
• Coordinate document handling, including printing, scanning, shipping, and routing approvals.
• Manage incoming and outgoing mail. Ensure checks and deposits are processed accurately and on time.
• Maintain organized office systems, logs, and records to support efficiency.
• Assist with event logistics, meeting preparation, and office upkeep.
• Uphold confidentiality and accuracy in all administrative and financial tasks.
• Provide general administrative support across departments and take on special projects as assigned.

Qualifications & Skills

• 2+ years of administrative experience in a professional setting.
• Exceptional organizational skills and attention to detail.
• Clear, polished communication in both written and verbal form.
• Strong time management and ability to handle multiple priorities.
• Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Teams, Outlook).
• Dependable, proactive, and solution-oriented.
• Professional demeanor and commitment to confidentiality.

Performance Expectations

• Maintain an organized, client-ready office environment.
• Process mail, deposits, and documentation within 24 hours of receipt.
• Respond to internal and external inquiries within one business day.
• Complete administrative tasks on schedule and with precision.
• Demonstrate accountability, reliability, and clear communication.